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Project Leader’s Checklist

Initial contact with agency

Check Box Confirm date(s) with agency
Check Box Coordinate with Projects Committee; have agency prepare/submit Project Proposal

1 - 2 months before project

Discuss with agency:

Check Box Confirm project details
Check Box Alternate projects? (contingency plan)
Check Box Funding agreement
Check Box Camping arrangements
Check Box Who will furnish what tools?
Check Box Water? Toilets? Showers? Shelter? Firewood? Cooking facilities?
Check Box Appointment for site survey

Other tasks:

Check Box Compose/submit write-up for newsletter; include sufficient info for map
Check Box Select cook
Check Box Select co-leader if needed or desired

By membership meeting before project

Check Box Select photographer
Check Box Determine number of meals to be provided; coordinate with cook
Check Box Finalize work projects
Check Box Determine number of crew leaders required
Check Box Solicit greeter, if necessary
Check Box Describe project at membership meeting
Check Box Pick up sign-up sheet after meeting

1 – 2 weeks before project

Check Box Advise agency of volunteer count
Check Box Confirm availability of water, toilets, showers, shelter, firewood, tools, cooking facilities, other equipment for project
Check Box Communicate with each volunteer. Special needs: Ride? Diet? Equipment?
Check Box Communicate with project cook: Number of volunteers, meals, special diets, transport.
Check Box Determine types and quantity of tools req’d.
Check Box Coordinate carpooling
Check Box Coordinate transporting supplies and equipment

Day before project

Check Box Pick up necessary supplies, equipment, tools, road signs and NMVFO banner

Evening before project (at project site)

Check Box Install road signs, put up banner
Check Box Check in with agency
Check Box Establish campground space
Check Box Discuss worksite transportation arrangements
Check Box Select crew leaders
Check Box Greet volunteers as they arrive (especially new ones)
Check Box (Optional) Host evening get-together and introductions
Check Box Announce next day’s meeting time and place

Day of project

Check Box Welcome, orientation, work description
Check Box Have volunteers sign NMVFO Release Forms
Check Box Perform safety talk
Check Box Announce lunch and quitting times
Check Box Set up work crews
Check Box Visit all work crews during the day; keep in touch via radio
Check Box Keep in touch with project cook via radio
Check Box Back at camp, announce dinner plans and ask for volunteers to help with clean up

One week after project

Check Box Prepare Project Summary Sheet and trip report
Check Box Return project summary sheet, waiver forms, and trip report to office
Check Box Communicate thank-you to agency. (Optional)
Check Box Communicate thank-you to new volunteers
Check Box Turn in expense report with receipts to treasurer

Membership meeting after project

Check Box Come early to meeting with photos loaded onto CD
Check Box Narrate photo presentation at meeting